Handing In Your Notice: 8 Steps On Quitting Your Job
8 Minute ReadMay 2026
A Step-by-Step Guide
While the prospect of a new role is exciting, leaving your current job can be stressful. There are some important steps to follow to make sure the process runs smoothly and you leave on a positive note.
We’ve put together some useful tips and resources to help you prepare and hand in your notice:
1. Check your employment contract
Before handing in your notice, check your employment contract and employee handbook. These should outline the important information about your notice period, pension contributions, annual leave and any other terms that apply when you leave.
Before leaving a job, take some time to understand what happens to your annual leave, pension, bonus and other benefits.
Annual Leave
If an employee leaves a job without taking all their annual leave, the employer is required to compensate for the days not taken. Some employers may grant ‘gardening leave’ instead of the notice period or 'in lieu' of notice. However, this is not annual leave unless the employee agrees to take it as leave. This distinction should be clarified with your manager or HR (Human Resources) department.
Minimum notice period
If you’ve been continuously employed for at least 13 weeks, you’re generally required to give your employer at least one week’s notice. Your employment contract may require a longer notice period, so check your terms before resigning.
An employee who has been taking advantage of their employer’s pension scheme will typically have 3 options when leaving their job.
I. Take their previous contributions out of a fund completely, as a lump sum.
II. Move their pension over to their new employer if their scheme allows (charges could be involved with some transfers).
III. Leave the pension in the current scheme and become a ‘deferred member’. This means that the pension amount worked up will remain the same and will stay in an account until withdrawn. Deferred members have the option of being able to withdraw money of up to 25% from the age of 50.
Your options will depend on the type of pension you have, how long you’ve been a member, and the rules of your scheme. Check your scheme documentation or speak to your pension provider before making a decision.
If your bonus is discretionary, payment will usually depend on the terms of the bonus scheme and your employer’s criteria. Handing in your notice may affect your eligibility.
However, if a bonus is nondiscretionary and part of an employer’s contract, the notice is handed in within the minimum statutory requirement (before the bonus payment date) an employer may have to play as per the contract. This means offering the listed entitlements to the employee despite their resignation.
As with all legalities discussed it’s crucial for an employee to know their entitlements. The best way to do this is by reading your employment contract.
3. Data Privacy, NDAs, and personal data
Data ownership rights should be outlined in contracts however, it’s important to note that most work that is completed by an employee, for a company is in fact owned by the company and not the creator. It’s common for employees when leaving a job to download reports, contact lists, or content created in that place of work, this could be a form of a data breach. Downloading files from your workplace could be a breach of contract. The majority of employers require employees to sign (NDAs) Non-disclosure Agreements and taking data is a violation of the NDA. Visit Citizen’s advice for more information on Data protection in the workplace.
When leaving a place of work employees should also be aware of their own personal data. To avoid any personal data being stored on the employer’s devices, clear browser history, and caches, delete any personal files before handing in the notice. (It’s not advisable to store personal data on work devices, but it can happen).
Clearing your personal data means that if an employee is let go before their notice period, their data will already be secure.
Delete unnecessary files, backup, and save those that could be used by the company in the future. From a personal point of view, if leaving a place of work it’s important to keep personal and business information separate. To do this, before leaving an employee should clear their emails and forward anything important for their replacement or other co-workers should follow up on.
4. Letter of Resignation Template
Once you’ve decided to resign, it’s good practice to confirm your resignation in writing. Check your employment contract for any specific requirements and keep your letter clear and concise.
A resignation letter does not have to be lengthy, it’s best to keep it brief and to the point.
Key things to include in your letter of resignation:
Official title (role)
Departure date, according to minimum contractual notice.
A short thank you to your employer
Your plan to help with the handover
A clear statement that you’re resigning
5. Handing in your Notice
Once an employee has their resignation in writing, the next step is to inform their manager. It shows courtesy to inform the manager in charge before announcing it to the wider company. Here are some best practices:
Schedule an in-person meeting – Despite hybrid working becoming the norm for many, there are certain times when an in-person meeting would be ideal. One of these moments is handing in your notice. If an employee cannot organise an in person meeting with their manager, they should schedule a one-on-one video call.
Give at least the required minimum notice – When an employee arranges their call with their manager to hand in their notice it’s important that it’s organised at a date well within the minimum notice period. Giving the correct notice gives your employer time to prepare for your departure and gives you time to complete outstanding work and organise your handover.
Have an explanation as to why you’re leaving – In most cases, employees can build strong relationships within their team. It is important to be honest and professional when leaving. It’s proven that when employees express thanks and show honesty in their exit interviews and resignation letters that managers are more likely to respond positively.
Offer to help with training the replacement – Alongside creating a handover document for the replacement, offering to help with training can make the transition easier and help maintain positive relationships with your colleagues
Thank them – Thank your manager and colleagues for the opportunities and experience you’ve gained. Leaving on good terms can also be valuable if you need a reference in the future.
6. Reference Letters
There is generally no legal obligation for an employer in Ireland to provide an employee with a reference. Towards the end of an employee’s notice period, it’s good to discuss the topic of references with a manager or HR department. Ask who you should use as a future reference and what information they’ll be able to provide. If your employer is willing to provide a written reference, keep a copy for your records.
7. Employee handover
A good handover helps your colleagues manage the transition and gives whoever takes over your responsibilities the information they need.
The handover document should contain everything the new employee needs to fulfill their new role.
Key things to include in a handover document:
A breakdown of responsibilities
Who the new employee reports to
Expectations of the role and procedures associated with them
List of relevant contact details: e.g. suppliers, connections
Information about the technology and software needed for the role
Outstanding tasks and priorities
Follow your employer’s security procedures for passwords and login credentials rather than including sensitive information in your handover document.
8. Employer Counteroffers
Before accepting a counteroffer, think about why you decided to leave and whether the offer genuinely addresses the reasons. Consider your salary, career progression, responsibilities, flexibility and long-term goals before making a decision.
Conclusion
Before an employee hands in their notice, there are a lot of factors to consider. Preparing in advance can help solve any issues that could arise.
Damaging any professional relationships on your way out the door will likely hurt you down the road. People will remember you by your last days and if they are negative, your professional reputation will be tarnished. Keep this in mind after you hand in your notice. If you need any advice on handing in your notice our specialist recruiters are here to help.
Sources:
63% of professionals considering a job change: survey, RTE.ie, Jan 2022.
Minimum Notice and Terms of Employment Act, 1973, ISB.
What you really need to know about company pensions, Irish Life.ie, Dec 2021
